Frequently Asked Questions


Note: The help on this page for a large part presumes that you are logged in (it refers to menu options and functionality that is only available when you are logged in).

If you don't have an account, the help below can give you an illustration of what you can do with one. To create a free trial account, go to either the Invoice Template page or the Sign Up page.




How to upload your logo

To upload your logo, do the following:

  1. Click the link "Show Customization Options" directly beneath the page headline on the "New Invoice" or "Edit Invoice" page. The options will appear immediately, without a page reload.
  2. Click the checkbox next to "Logo". A logo upload form will appear immediately inside the invoice template below, again without a page reload.
  3. Use the logo upload form to upload your logo. It accepts the four most common image formats: jpeg, gif, png and bmp.


How to print an invoice

To print an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the invoice number
  3. On the page that opens, you will see the invoice and several buttons above it
    1. To do a quick-print, click the "Print" button
    2. To print a clean version of the invoice (no header/footer text), click the "PDF" button to download and print a PDF-version of your invoice.


How to print a PDF version of an invoice

To print a PDF-version of your invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Download / Print PDF" in the drop-down
  3. When the File Download popup opens, click "Open". Your invoice will now open in Acrobat Reader.
  4. Click "File" in the top menu and select "Print" in the drop-down
  5. Click "Ok" in the popup.


How to print an invoice without a header/footer

When you do a quick-print (i.e. printing by clicking the Print button instead of clicking the PDF button) you'll notice that your invoice has a header and a footer (usually containing the date, web address and page numbers). The header and footer text are placed there by your browser, not aynax.com. There are two ways to remove them:

  • Print the PDF instead. It is always clean.
OR

  • Turn off the header/footer text in your browser. I'm listing how this is handled in four browsers below. Just find the browser you use, and then follow the instructions. As you can see, it is much easier to simply print the PDF.
    1. Internet Explorer
      1. Click "File" in the browser menu (at the very top of your screen)
      2. Select "Page Setup" in the drop-down
      3. Select "-Empty-" in all the drop-downs in the section labelled "Headers and Footers" in the bottom half of the print dialog.
    2. Firefox
      1. Click "File" in the browser menu (at the very top of your screen)
      2. Select "Page Setup" in the dropdown
      3. Click the "Margins & Header/Footer" tab
      4. Select "--blank--" in all the drop-downs in the section labelled "Headers and Footers" in the bottom half of the print dialog.
    3. Chrome
      1. Headers / Footers cannot be removed from Google's Chrome. Your only option is to print a PDF-version instead.
    4. Safari (Mac-version)
      1. Click "File" in the menu
      2. Select "Print"
      3. Remove the checkbox next to "Print headers and footers" at the bottom of the print dialog.


How to archive an invoice

To remove an invoice from the regular view, just archive it. To archive an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Archive" in the drop-down
To look at your archived invoices, click the link "Archive" directly above the List of Invoices. To navigate back, click the link "All".


How to delete an invoice

To permanently delete an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Delete" in the drop-down
  3. Click the "OK" button to confirm.
Deleted invoices cannot be retrieved.


How to edit an invoice

To edit an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Edit" in the drop-down
On the page that opens you can edit your invoice. Remember to save it when you are done.


How to send an invoice

To send someone an invoice by e-mail, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Send"=>"Send by Email" in the drop-down
  3. On the page that opens you can enter your customer's email address and send the invoice. If you need to send your invoice to multiple recipients, just click "Add e-mail address" to enter a new email address.


How to record payment on an invoice (mark it as paid)

To record a payment on an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Record Payment" in the drop-down
  3. On the page that opens you can record the payment as well as add notes and select the receiving account.


How to delete a payment

To delete a payment that has been recorded on an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Record Payment" in the drop-down
  3. On the page that opens you can find the payment and delete it by clicking the grey icon to its left


How to add tax

To add tax, do the following:

  1. Click the link "Show Customization Options" directly beneath the page headline on the "New Invoice" or "Edit Invoice" page. A menu with additional options will open immediately.
  2. Click the checkbox next to "Sales Tax". A tax column will appear immediately to the right of the Quantity column inside the invoice template below.
  3. Click inside the "Tax" column and select "New Tax". A new pop-up will open in which you can enter the tax name, tax rate and accounting method.
To reuse a tax rate, simply click inside the tax column and select the tax rate. To charge multiple tax rates, click inside the tax column and select all the tax rates that apply.


How to give a discount

To give a discount, do the following:

  1. On the 'New Invoice' or 'Edit Invoice' page, select the invoice line item 'Discount'.
  2. Enter the amount you want to give as a discount in the unit price field and enter the quantity.
The discount will automatically get subtracted from the subtotal. Note that the applied discount cannot exceed the subtotal.


How to convert an estimate to an invoice

To convert an estimate to an invoice, do the following:

  1. Locate the estimate on the "List of Estimates" page (click the Sales tab in the top menu)
  2. Click the grey icon to the left of the estimate and select "Convert to estimate" in the drop-down
  3. An invoice ready for editing will now automatically be created based on the estimate you selected.


Which statuses can an invoice have

An invoice can have the following statuses:

  1. Draft (regular invoice)
  2. Sent (sent by either email or post)
  3. Viewed (a sent invoice that has been viewed by the recipient)
  4. Paid (an invoice that is fully paid)
  5. Partial (an invoice that is partially paid)


How to change the status of an invoice

To change the status of an invoice, do the following:

  1. Locate the invoice on the "List of Invoices"page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and move the mouse pointer to "Change Status To:" in the drop-down
  3. Select the status you want in the side-menu that opens
Note: If you have accidentally marked an invoice as paid and want to change this, you cannot use the approach above. Instead, you have to delete the payment recorded on the invoice. Click here to see how to do this.


How to download a PDF-version of an invoice

To download a PDF, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Print / Download PDF" in the drop-down
  3. Click "Save" or "Open" in the dialog window that opens


How to duplicate an invoice

To create a duplicate, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Sales tab in the top menu)
  2. Click the icon to the left of the invoice and select "Duplicate" in the drop-down
  3. A duplicate is created and opened in "Edit" mode ready for any changes you want to make before saving it.


How to edit an expense

To edit an expense, do the following:

  1. Locate the expense on the "List of Expenses" page (click the Purchases tab in the top menu)
  2. Click the expense number in the first column
On the page that opens you can edit your expense. Remember to save it when you are done.


How to edit a customer

To edit a customer, do the following:

  1. Locate the customer on the "List of Customers" page (click the Sales tab in the top menu)
  2. Click the name of the customer
  3. Click "Edit Customer" in the bottom right corner (under the "Quick Links")
  4. A page where you can edit your customer and all contacts with this customer will now open. Remember to click "Save" when you are done.


How to delete/archive a customer

To remove a customer from the regular view and the drop-down in the invoice template, just archive him/her. To archive a customer, do the following:

  1. Locate the customer on the "List of Customer" page (click the Sales tab in the top-menu)
  2. Click the grey icon to the left of the customer and select "Archive customer" in the drop-down
To look at your archived customers, click the link "Archive" directly above the List of Customers. To navigate back, click the link "Active".


How to edit or delete a contact's e-mail address

To delete or edit a contact's e-mail address, do the following:

  1. Go to the "List of Customers" page (click the Sales tab in the top menu)
  2. Find the customer's name in the table and click it
  3. Click "Edit Customer" in the bottom right corner (under the "Quick Links")
A page where you can edit your customer and all contacts including their e-mail addresses will now open. To delete an e-mail address or a contact, click the grey icon to the right of the contact. Remember to click "Save" when you are done.


How to enable online payment

To enable online payments, do as follows:

  1. Click "Settings" in the top menu
  2. Click "Online Payment" in the sub-menu
  3. Add your Paypal e-mail address in the field at the bottom of the page and click save
Note: Remember that you have to have or create a Paypal account first.

What happens next:
  1. When you send invoices through aynax.com from now on, the checkbox next to "Allow online payment by credit card" on the "Send Invoice" page will be automatically checked. You can of course uncheck it if you prefer that certain invoices aren't paid online.
  2. When the customer receives the invoice and views it online, there will be an extra button next to the "Print" and "PDF" buttons: "Pay Invoice".
  3. Once the customer clicks the "Pay Invoice" button, he'll be able to pay the invoice online via a payment page set up by Paypal. The money will go directly to you.
  4. As soon as the customer pays, the payment will automatically be recorded on the invoice, the balance due will be set to 0.00 and its status will change to "Paid". The customer will also receive a receipt from Paypal.


How to change your login details

To change your login e-mail address or your password do the following:

  1. Click "Settings" in the top right corner.
  2. Click "Login Details" in the sub-menu
On the page the opens you can change your login e-mail and/or your password.


How to contact support

To contact support, just click "Contact Support" in the sub-menu on this page (see the top of the page).



How to close your account

To close your account, do the following:

  1. Click "Settings" in the top right corner.
  2. Click "Close Account" in the sub-menu

On the page that opens you can close your account simply by clicking the "Close Account" button.





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